SELF – PAY
      R




BILLING MANAGEMENT AND
  PATIENT FINANCING
          PROPOSAL




          Presented to:
Mr. John Smith
Accounts Receivable
Via Health


      Thank you for the opportunity to introduce our early out self-pay
bi...
Sincerely,




Ron Thomas
President



                                                           www.viahealth.com
      ...
Health’s ultimate goal: to provide outstanding service to our clients
and their patients.


     If we can provide further...
HISTORY


     MCRS, Managed Care Reimbursement Services, is the parent
company of Via Health, which was founded by Ron Th...
degree in Business. Ron’s background includes over thirty years of
business experience, including over fifteen years in th...
Holly Parkinson-Director of Patient
                              Financial Services
                              208-239...
his friends. A few months ago Fred lost his job after being with the
company for fifteen years, and thus he lost his medic...
SELF-PAY
                                                     MANAGEMENT



     Via Health’s management of the self-pay p...
•     Third Party Operation (We will do business as HPA, Hospital
              Patient Affairs, and act as a third party ...
•   Multiple call attempts are made on each account for a quick
               resolution.

           •   Patient locatio...
STATEMENTS
ONE AND TWO
FINAL
NOTICE
TRANSFER
  NOTICE
CONTACT
                                                                                                   WITH PATIENTS

...
PATIENT FINANCING
                                   WITH NON RECOURSE FUNDING



      ALL PATIENTS QUALIFY – NO CREDIT S...
is to be determined by the patient’s balance. Payments are mailed to
Via Health in Colorado.
     For the hospital:
      ...
NON RECOURSE
                                         FINANCING FACTS



Q   How will utilizing this financing program aff...
A The account remains with Via Health. Via Health will attempt

          to contact the patient to resolve their account ...
FINANCE AGREEMENT
& PROMISSORY NOTE
PAYMENT COUPONS
&MAILING LABELS
CUSTOMER SERVICE
        Self-Pay is Our Focus – Our Business – Our Profession



Experienced Personnel:
Some of the quali...
Quality customer service is crucial to the results we provide
hospitals.
    • Training
          •   Your hospital’s cult...
What profitability can we offer your facility?
      •   Improved self-pay A/R days
      •   Improved Patient Relations
 ...
The      following         chart      represents         the    estimated            profits
provided to Via Health throug...
Internal           Via Health
Annual Self Pay A/R:                                    150,000,000         150,000,000
- Es...
SERVICE
                                    IMPLEMENTATION


1) Implementation Planning Meeting. Little or no impact to th...
3) Identity. At Via Health we are capable of providing your hospital
  with either a transparent identity or we may do bus...
to participate in our financing option. Their communication
         then becomes separate from that which they may have
 ...
• Payments received by the hospital.
     • Adjustments made by the hospital.
  Also discussed during this meeting are opp...
SAMPLE
INVOICE REPORTS




        SAMPLE
INVOICE REPORTS
Notes


__________________________________________________________________________________
_______________________________...
__________________________________________________________________________________
_______________________________________...
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Current Proposal

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Current Proposal

  1. 1. SELF – PAY R BILLING MANAGEMENT AND PATIENT FINANCING PROPOSAL Presented to:
  2. 2. Mr. John Smith Accounts Receivable Via Health Thank you for the opportunity to introduce our early out self-pay billing management services and our exclusive patient financing program with non recourse funding. I believe you will find that our services can revolutionize the way accounts receivables are managed at your facility. Since the cost of our services is contingency based giving Via Health a try is risk-free to you! Bottom line is that if we don’t collect – we don’t get paid. Our early out self-pay billing management services will increase your cash flow and improve your A/R days. We can relieve the self-pay headache by working your accounts as early as day one and up to day sixty. The earlier you send your accounts to us, the less you have to worry about. Let Via Health cure your headache. We also provide a unique financing solution not offered by any other vendor. Our patient financing option now available with non recourse funding is increasing cash flow for hospitals nationwide. This solution benefits both the patient and the hospital - the patient is allowed more time to pay, and the hospital is not waiting years to receive their money. Everyone wins! We hope that you find the enclosed information educational and helpful in assisting with your visions for new, more productive accounts receivable management procedures. If you have any questions about our services, please do not hesitate to call me personally.
  3. 3. Sincerely, Ron Thomas President www.viahealth.com (719) 473-5444 Fax (719) 633-6384 415 North Tejon St. #200 Colorado Springs, CO 80903 Dear Mr. Smith, Thank you for allowing Via Health to provide you with the enclosed Self-Pay Billing Management and Patient Financing Proposal. Via Health will provide Via Health with a service that we believe is the most effective and “community sensitive” self-pay billing program nationally available. In addition, we are also able to provide your community with a creative financing alternative. We work diligently at avoiding the antagonistic relationship that often occurs when a patient’s healthcare account is outsourced to a third-party. We also offer the option to do business as a third party which can increase resolved accounts by a higher percentage; (this is dependent upon your community and your hospital’s culture). By maintaining a seamless relationship with your patients we greatly increase the percentage of accounts resolved satisfactorily. Achieving a high collection success rate on your accounts is in keeping with Via
  4. 4. Health’s ultimate goal: to provide outstanding service to our clients and their patients. If we can provide further information in order to meet the needs of your organization in selecting a self-pay billing management and/or finance company we will be happy to do so. We thank you for your interest in Via Health and hope that we are able to work with Via Health in the near future. Please don’t hesitate to contact me should you have any questions. Sincerely, Bob Lewis Chief Operating Officer www.viahealth.com (719) 473-5444 Fax (719) 633-6384 415 North Tejon St. #200 Colorado Springs, CO 80903
  5. 5. HISTORY MCRS, Managed Care Reimbursement Services, is the parent company of Via Health, which was founded by Ron Thomas and Bob Lewis in the year 2000 in Colorado Springs, Colorado. The company was founded on the vision to bring ever increasing value to our clients by providing them with services designed to maximize their profitability and the effectiveness of their business office while maintaining an acute awareness of the patient/provider relationship. Via Health has customized its operations in order to provide the best services possible for hospitals and their communities nationwide. We strive to provide the best care possible through financial health. The financial health of the hospital and its patients is our primary focus. We understand that there is an ever increasing need to convert every receivable into cash. It is also important to maintain or even improve the hospital’s relationship with the community and especially with its patients. To address this need Via Health designed its Self-Pay Management program and our Patient Financing options. The Self-Pay Management program was designed to enhance business office operations by lowering costs, improving efficiency, and increasing bottom line profits. Via Health will provide Via Health with an effective process that will increase cash flow from self-pay receivables by providing a financing alternative to all of your patients. Ron Thomas is President/Chief Executive Officer of the company. He graduated from Colorado State University with a Bachelor of Science
  6. 6. degree in Business. Ron’s background includes over thirty years of business experience, including over fifteen years in the healthcare industry. Ron has received several awards for creative and innovative marketing campaigns, both nationally and internationally. Ron has specialized experience in healthcare finance, marketing, and business development. Bob Lewis is Vice President/Secretary and Treasurer of the company. He graduated from the University of Colorado with a Bachelor of Science degree in Business. Bob’s background includes twenty years of experience including ownership of manufacturing, consulting and service companies. Bob has extensive experience in information systems development, project management and business systems analysis in a variety of industries. REFERENCES MR. Hank Rem – Director of Patient Financial Services 303-544-5750 311 Mapleton Avenue Boulder, CO 80308 Ms. Maria Simmone-Director of Revenue Cycle 860-585-3179 Brewster Rd. Bristol, CT 06011
  7. 7. Holly Parkinson-Director of Patient Financial Services 208-239-2107 651 Memorial Dr. Pocatello, ID 83201 Ms. Jane Cain – Manager, Patient Business Services 7 34-324-3516 2333 Biddle Ave Wyandotte, MI 48192 OUR ETHICS Via Health offers a variety of different programs that can be easily customized to fit the needs of the hospital and its community. Our goal is to tailor our services, so that we may provide the hospital’s community with the best financial resolution possible. At Via Health we are sensitive to the fact that individual communities possess different needs. We understand that in smaller communities it is possible that an employee from the hospital may associate with patients on a personal level as well as professionally. Take the following example: Brenda works in the billing office at the local community hospital. Fred came to the emergency room with his son who broke his arm playing baseball with
  8. 8. his friends. A few months ago Fred lost his job after being with the company for fifteen years, and thus he lost his medical benefits. Fred has since found new employment, but is still uninsured. Fred’s son is treated, and now they have a large balance medical bill they are responsible for without the help of an insurance company. Brenda and Fred are good friends and neighbors. Brenda’s job requires that she obtain payment from Fred, and she knows that he is going through a financial hardship at this time due to his change in employment. It is important that the hospital obtain payment for the services rendered to Fred’s son, but it is also important to retain the positive relationship between Brenda, Fred, the community, and the hospital. Via Health cares about these issues, and is sensitive to helping maintain those relationships. Customer service is our focus. We want patients to feel as though we are right there in their community and as though we would give them the same attention, care, and concern as Brenda would give to Fred. We also know that there are larger communities in urban areas that are more financially driven. In those communities it may be unusual that a patient and a billing office employee would associate with one another. The bottom line is that in both scenarios patients need to be taken care of and the hospital needs to get paid. Via Health knows that it is critical to the success of the hospital to receive payment for services rendered. The hospital can not act as a bank and can not afford to ignore the millions of dollars in revenue that patients are responsible for.
  9. 9. SELF-PAY MANAGEMENT Via Health’s management of the self-pay patient billing function eliminates the problems often associated with patient resistance to third party billing management. Working with the hospital’s self-pay billing representative, Via Health can act as an extension of Via Health’s business office by calling and corresponding with patients using the hospital’s name and logo on all interactions with the patient. By working in this manner the patient never perceives that the billing function has been outsourced to a third party. Via Health also has the capability of acting as a third party, either way our professional staff always presents a patient-friendly attitude that will result in improved patient satisfaction. Via Health will provide Via Health with services designed to lower self-pay receivables while sensitively working with your patients. Some of the service options included in our Self-pay Management program include: • Seamless Identity (We will use the hospital’s name and logo on all patient interactions.)  Establishment of a local post office delivery location for all payments and correspondence or we can utilize your designated payment lockbox location if it is desired that payments and patient correspondence be managed by your personnel.  Establishment of a telephone number in your local exchange to be used during all patient interactions.
  10. 10. • Third Party Operation (We will do business as HPA, Hospital Patient Affairs, and act as a third party pre-collect company.) • Payment Options  We adhere to the credit policies that the hospital wishes to implement.  Full payment (We accept credit and debit cards, and check-by-phone. They may also mail in a check, money order, or cashier’s check. They may also utilize our auto-pay program.)  Patient financing option with non recourse funding for patient payment plans. In addition, we will manage payment plans that were established under the hospital’s current credit policy, both interest free and interest bearing accounts are supported. THE PROCESS Operations: • Extended call center hours of operation from 6:00 am to 7:00 pm (Mountain Time Zone). • Bilingual telephone introduction to patients to our multilingual customer service personnel or utilization of over-the-phone translating for 140 additional languages. • All telephone interactions are recorded and all call history for any account can be replayed instantly from our proprietary Customer Service application.
  11. 11. • Multiple call attempts are made on each account for a quick resolution. • Patient location services and automatic NCOA verification is performed on all mailing addresses and on all returned mail. • Screening; Insurance verification (follow up and billing/rebilling as necessary), Charity, Medicaid, Indigent. • Flexible weekly reporting. Invoices including payments, adjustments and returned accounts can be delivered in hardcopy (paper) format, emailed in PDF format, or downloaded electronically in a format your I.T. department designs to allow for automated importing into your accounting system. Process: Using Via Health will provide Via Health with a consistent effort targeted at improving collection rates while also providing a community and patient friendly solution. At Via Health our philosophy is that great customer service combined with direct telephone contact is the most important ingredient in maintaining good relations with your patient base and results in achieving quick payment. Via Health attempts to talk with every patient having a balance of $50.00 or more during the time we maintain the account. If the patient cannot be reached a message is left asking them to return our call. In addition to calling, Via Health sends a series of very effective billing statement letters to the patient. Each letter solicits the patient to mail payment or to call one of our professional staff to arrange a payment plan. Our goal is to work with the patient to achieve payment while also maintaining the hospital’s relationship with both the patient and community. On the following pages you will find examples of the statements received by patients.
  12. 12. STATEMENTS ONE AND TWO
  13. 13. FINAL NOTICE
  14. 14. TRANSFER NOTICE
  15. 15. CONTACT WITH PATIENTS As an extension of the hospital’s business office, we believe that your patients are our personal customers. Our patient friendly, personalized approach to talking and working with each patient means active accounts are recovered quickly and easily with fewer accounts requiring collection agency efforts. Proactive follow-up processes and increased recovery of troubled accounts lead to a reduction of Days Revenue Outstanding (DRO) and a healthier cash flow for the hospital. Below is an example of the process map Via Health follows in our attempts to contact and resolve patient accounts. This cycle will be in effect for either 120 days or 90 days dependent upon the age of the account at the time of receipt from your facility. This is an airtight process that is designed to touch every patient. Day 0 - 6 Day 3 - 28 Day 29 - 54 Day 55 - 80 Day 81 - 104 Day 120 Day 0: Day 120: Import Day 3: Print Day 28: Print Day 80: Print Day 54: Print Cancel New Statement 1st Request Transfer Final Notice & Return Accounts Letter For Payment Notice Accounts Bad Address? High Yes Balance Report Update Bad Address Day 1-14: Day 31: Day 56: Day 70: Call all Call all Follow-up Call Follow-up Call Accounts Accounts Non-responsive Non-responsive > $1,500 > $50 Accounts Accounts Wait 1 day Contact No Contact No Contact No Contact Made? Made? Made? Made? No Yes Yes Yes Yes Record Record Record Day 2 – 4: Print Payment Payment Payment Statement Or Or Or Letter or Pay Plan Pay Plan Pay Plan Update Ins.
  16. 16. PATIENT FINANCING WITH NON RECOURSE FUNDING ALL PATIENTS QUALIFY – NO CREDIT SCORING IS REQUIRED ! Our patient financing option with non recourse funding has been specifically designed to target the cash flow problems hospitals often have with carrying ever increasing patient responsible costs. Via Health’s financing option allows you the opportunity to remove payment plans from your books – no more high “reserves” to offset questionable self-pay debt, or writing off payment plans to bad debt and then adjusting for recoveries. Via Health’s patient financing option is a unique program that provides every patient with a finance option – not just those with a credit score high enough to qualify. There is no application, income verification, or credit scoring required – every patient qualifies. THE SYSTEM IS SIMPLE… For the patient: The patient may be contacted by Via Health, if we are the early out vendor for the hospital, to set up a payment plan; or the patient may contact Via Health wanting to make payment arrangements. The patient will need to provide Via Health with the following information: contact information, name of facility where treated, account number with facility or social security number, and the balance on the account(s) they are wanting to finance. The patient will then receive a financing package in the mail containing a welcome letter, two promissory notes (one for them to sign and return, and a copy for themselves), payment coupons, and mailing labels. An example of the financing package can be found on the following pages. Once Via Health receives the Agreement and Promissory Note signed by the guarantor their finance plan has begun. Monthly payments are set at a minimum of 4% of the balance. The length of the payment plan
  17. 17. is to be determined by the patient’s balance. Payments are mailed to Via Health in Colorado. For the hospital: Via Health will provide the hospital with literature to educate patients on the financing program. Patients set up a finance plan with Via Health – not with the hospital. Via Health does not sell these accounts, nor does a bank manage the payment plan; Via Health handles all matters regarding the account internally. Via Health will charge patients interest if the hospital determines to do so. There is a sliding scale which directly relates the amount of interest (not to exceed 12%) charged to a patient and the percentage at which the account is purchased at from the hospital. Via Health will finance all patient balances and will purchase those accounts which have a balance of $7500 or less. Via Health does not charge a fee for managing those accounts with a balance over $7500. Via Health will purchase the patient’s account(s) after four payments have been received from the patient. All payments received on the payment arrangement prior to the purchase date will be forwarded to the hospital less the finance charge. Minimum payments are calculated to have a specific amount going to principal and interest for each payment.
  18. 18. NON RECOURSE FINANCING FACTS Q How will utilizing this financing program affect our current hospital credit policy? A Typically, Via Health recommends utilizing the implementation of this financing program as an opportunity to tighten the current credit policy to 90 days same as cash or make financial arrangements with Via Health, if such a policy is not already in place. Q What if the patient does not return the Agreement and Promissory Note, but is making monthly payments? A The patient is considered to be in default. Via Health must have a signed promissory note in order to purchase the account from the hospital. Via Health will send a statement to the patient informing them that they are required to sign and return the promissory note. Q What if the patient is making on time payments, but they are less than the agreed 4% of the balance? A The patient is considered to be in default and will be contacted to bring the account to a current positive status. Q What if the patient makes a late payment or skips a payment after the account has been purchased by Via Health?
  19. 19. A The account remains with Via Health. Via Health will attempt to contact the patient to resolve their account and bring them back to good standing. The account(s) do not get returned to the hospital. The account will be purchased from the hospital after 4 payments have been received from the patient. Q What if the patient wishes to pay off their account early is there a prepayment penalty? A No. There are no penalties for paying off the account before the agreed upon time. WELCOME LETTERS
  20. 20. FINANCE AGREEMENT & PROMISSORY NOTE
  21. 21. PAYMENT COUPONS &MAILING LABELS
  22. 22. CUSTOMER SERVICE Self-Pay is Our Focus – Our Business – Our Profession Experienced Personnel: Some of the qualifications our customer service Personnel possess include: • Call center environment (our representatives are all experienced in working in this type of environment). • Bilingual representation (Multiple members of our team are Spanish- speaking, and all representatives have the capability of utilizing our over- the-phone translating service for 140 additional languages).
  23. 23. Quality customer service is crucial to the results we provide hospitals. • Training • Your hospital’s culture, processes, and even how to read your account notes • How to ask for payment • Problem account handling •Incentive plans targeted at results & quality Patients have a positive response to our customer service associates. We work hard to ensure that every patient receives a quality customer service experience and personalized attention to their account. BENEFITS So why do we believe that we can collect more on your accounts than what you are currently collecting? • Investments in technology such as proprietary software and state of the art telephone systems that not only allow us to record every call, but also allow us to access those calls directly from the patient account. • Consistent billing effort. • Airtight processes that are designed to touch every patient. • Payment alternatives that provide everyone an opportunity to pay. • Multiple payment options. • Experienced Personnel – no personnel requirements for the hospital.
  24. 24. What profitability can we offer your facility? • Improved self-pay A/R days • Improved Patient Relations • Faster insurance resolution • Long-term solution to billing process How do we stack up in comparison to other vendors? • Our fees typically match or beat our competitors; these fees are for early out self-pay billing management services only.  Day One= 6 % of dollars collected  Day Thirty = 7 % of dollars collected  Day Sixty = 8 % of dollars collected • We are open extended business hours from 6am to 7pm • We offer immediate service; when a patient calls they typically wait less than one minute before their call is answered by a live representative. The only time a patient will receive our answering service is before and after our office hours. • We attempt to touch every patient multiple times, by mail and telephone. • We offer customized weekly reporting. • We provide consistent communication with your facility including: • Daily and weekly communication with a designated Via Health account representative. • Quarterly visits from either an operations representative, management, or the President of Via Health. BOTTOM LINE PROFITS
  25. 25. The following chart represents the estimated profits provided to Via Health through using Via Health’s self-pay billing management services only, (profitability from the patient financing program will be dependent upon your hospital’s demographics). Based on receiving an estimated $ million annually in self-pay accounts from Via Health we believe we can dramatically improve profitability. On average, Via Health resolves from 55% to 60% of the patient accounts it receives within the first 15 days of self-pay classification. This illustration demonstrates how using Via Health as your self-pay partner can impact your bottom line if your current resolution rate is a minimum of 50%. Current Via Health Annual Self Pay A/R: 89,000,000 89,000,000 - Estimated Resolution Rate (Day 1) 40% 50% Estimated A/R Receipts: 35,600,000 44,500,000 Subtotal (A/R Sent to Collections) 53,400,000 44,500,000 - Collection Agency Resolution Rate: 14.00% 14.00% Collection Agency Receipts: 7,476,000 6,230,000 Net A/R Receipts: 43,076,000 50,730,000 Cost of Managing A/R during Early Out period (105 days) Assumes: $200 Average Account Balance 15 FTE @ $21.75/hr Loaded Mailing Expense @ $0.50 per letter (4 letters) (885,500) (3,115,000) Net 105 Day Costs: (885,500) (3,115,000) Collection Agency Costs: 20% (1,495,200) (1,246,000) Total Cost of Collections: (2,380,700) (4,361,000) Raw Cost Savings or (Expense) $ (1,980,300) Net Additional Receipts: $ 7,654,000 Estimated Profit Improvement using Via Health: $ 5,673,700
  26. 26. Internal Via Health Annual Self Pay A/R: 150,000,000 150,000,000 - Estimated Resolution Rate (Day 15) 40% 42% Estimated A/R Receipts: 60,000,000 63,000,000 Subtotal (A/R Sent to Collections) 90,000,000 87,000,000 - Collection Agency Resolution Rate: 14.00% 14.00% Collection Agency Receipts: 12,600,000 12,180,000 Net A/R Receipts: 72,600,000 75,180,000 Cost of Managing A/R during Early Out period (105 days) Assumes: $200 Average Account Balance 25 FTE @ $21.75/hr Loaded Mailing Expense @ $0.50 per letter (4 letters) (1,692,656) (3,780,000) Net Day Costs: (1,692,656) (3,780,000) Collection Agency Costs: 20% (2,520,000) (2,436,000) Total Cost of Collections: (4,212,656) (6,216,000) Raw Cost Savings or (Expense) $ (2,003,344) Net Additional Receipts: $ 2,580,000 Net Profit to Hospital $ 576,656
  27. 27. SERVICE IMPLEMENTATION 1) Implementation Planning Meeting. Little or no impact to the ongoing hospital business office operation is assured by our low impact implementation plan. Implementation starts with an initial site visit. It is recommended that the following people and/or departments are represented at the initial site visit / implementation meeting: • Chief Financial Officer and/or Controller • Director, Business Office or Patient Financial Services • Manager, Patient Accounts and/or Collections • I.T. Representative • Self-Pay Collection Representative • Cash Control Representative • Customer Service Representative and/or Financial Counselor (optional) The implementation planning meeting is the time when we meet with your representatives to discuss options to the services we offer and the process of how these services will operate after implementation. 2) Communication. Regular and ongoing communication regarding patient calls, payments, and collection issues will be necessary in order to provide “best practice” and consistency between the hospitals’s billing group and Via Health. These communications will be handled on a daily basis using e-mail, fax, telephone, and one-on-one meetings. In addition, a Via Health representative will be onsite approximately every four to six weeks to answer questions and resolve concerns on a consistent basis.
  28. 28. 3) Identity. At Via Health we are capable of providing your hospital with either a transparent identity or we may do business as a third party. If we are providing your hospital with a financing program unaccompanied by our early out self-pay program then we will operate solely as Via Health. 1) Transparent and Local Identity. In order to provide a seamless and transparent experience, hospital patients will be able to call Via Health using a local telephone number to reach our professional staff. During implementation, Via Health will work with the hospital to develop letterhead and billing statement documents that closely mirror those currently being used by the hospital. The only differences between the documents used by Via Health and the hospital will be the telephone number assigned by the hospital (or local exchange if necessary), and the mailing address information used on the documents. Other requirements necessary to achieve a seamless identity with the hospital will be the implementation of online access to the hospital’s internal billing system. Payments can be directed to a post office box which we establish in your community (including your designated lockbox). 2) Third Party Identity. In this version of services provided to the hospital and its patients Via Health will act as a third party. Billing statements will be received by patients with the logo of HPA (Hospital Patient Affairs), and they will be directed to use our toll-free telephone number to reach our customer service department. Payments can still be mailed to a local address or to our post office box in Colorado; this decision is left to the hospital’s discretion. Payments we receive are posted in our system on the day they are received. Patient inquiries regarding the services performed will be directed to the appropriate hospital department. 3) Via Health Identity. This identity is used during direct communication between our business office and the hospital’s billing group. It is also used when a patient elects
  29. 29. to participate in our financing option. Their communication then becomes separate from that which they may have communicated with prior to financing their medical bill balance. 4) Patient Financing Options. At Via Health we focus on tailoring payment plans that meet both the needs of the hospital and the patient. Based on your current hospital credit policy, payment options may include discounted quick payment and no interest, or low interest payment plans. Via Health will adhere to the credit policies and payment plans the hospital wishes to make available to their patients. Additional payment options such as our non recourse financing option may be advantageous in achieving the highest possible collection rate and will be implemented should the hospital elect to provide its patients with this payment alternative. Should the hospital choose to provide patients with this opportunity then materials will be provided to the hospital and staff to educate patients on how the program works. 5) Patient Billing. Your existing billing process is reviewed with eye toward where implementation of Via Health’s services will be most effective. Discussed during the initial implementation planning meeting are operational details such as the timing of when billing letters are generated and mailed; when discounts and payments plans are to be used; what the letter series will look like; the process for returning accounts; and other communication and transfer details. Based on the results of our implementation meeting, transition letters are generated and billing statements mailed. Bulk mailings occur each week, while other types of documents are generated daily. 6) Information Technology. During the implementation planning meeting is the time when we meet with your I.T. department representative to discuss download options, file formats and timing issues. Since our system has been developed specifically for outsource billing we are able to build an import module tailored to accept your data in almost any format. There are three specific types of information that we require: • New accounts to be billed.
  30. 30. • Payments received by the hospital. • Adjustments made by the hospital. Also discussed during this meeting are opportunities for obtaining the ad hock notes contained in your billing system. If available we try to import these to improve our ability to answer patient questions immediately. 1) System Development and Testing. After determining with your I.T. department which billing data elements will be downloaded to Via Health, our I.T. staff will design an import module tailored to accept your data. A test download will be scheduled and error checked, test billing letters will be generated and any transition letters will be created using your electronic logo information. 2) Receiving Data. Downloads are scheduled with your I.T. department and can be delivered via our secure FTP site or dialup using P.C. anywhere. Data transfer to Via Health can occur anytime after the final bill to the patient drops (this is the bill sent to the patient after insurance has paid or denied their portion of the charges). 7) Invoicing. Each week Via Health generates an invoice report that details the results of the previous week’s activity. Included in our invoice report are period to date and year to date reimbursement results as well as total payment plans currently active. Return account reporting includes address and telephone number validity, bankruptcy, and deceased patient information. All of the reports we generate are simple to read and make posting payments and adjustments into your system extremely efficient. If your system can import payments electronically then this information can be provided in a format to meet your requirements. Additional reports can be customized to meet your specific needs. Illustrated on the following pages are samples of what our standardized invoice reports look like.
  31. 31. SAMPLE INVOICE REPORTS SAMPLE INVOICE REPORTS
  32. 32. Notes __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________
  33. 33. __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________

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